Recalculate Customer Balances

Form ID: (AR509900)

On this form, you can recalculate customer balances, starting with the selected financial period. Balances are recalculated based on the history records (released AR documents) that are matched to the customer balances stored in the database. The system also uses the open sales orders to determine whether the customer balances exceed the credit limits specified for these customers.

Tip:

You can run this process if there is any discrepancy between the customer balance and the total amount of all the released customer documents. Use the Customer Details (AR402000) form to view if there is any discrepancy; use the Customer History (AR652000) report for details on the customer account history.

In the Selection area, you select a financial period (and, optionally, a customer class), and you can view the list of customers in the table. To recalculate the balances of all customers in the list, click Process All. To recalculate the balances of only particular customers, select the check boxes next to those customers and click Process.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.


Button	Description
Process	Recalculates the balances for the customers you have selected in the table.
Process All	Recalculates the balances for all the customers listed in the table.

Selection Area

You use this area to select a financial period and a customer class for which you want to recalculate customer balances.


Element	Description
Fin. Period	The financial period starting in which you want to recalculate customer balances. By default, this box shows the earliest financial period that is not locked in the accounts receivable subledger, that is, the earliest period with one of the following statuses: Inactive, Open, or Closed.
Customer Class	The customer class for which you want to recalculate customer balances. If you make no selection, customers of all classes will be displayed. The list of classes may be limited based on the roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. With the feature enabled, the Restrict Visibility To box appears on the General tab of the Customer Classes (AR201000) form. You can select a customer class if one of the following is true: The Restrict Visibility To box is empty for the customer class—that is, the visibility of the customer class is not restricted. A branch, company, or company group is specified in the Restrict Visibility To box for the customer class, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company or a company within the company group.
Recalculate Section
Document Balances	This check box indicates, if selected, that the system will recalculate the balances and statuses of the released documents created for the selected customers starting from the selected financial period. Additionally, the system will recalculate the line balance and the unreleased retainage for these documents. If this check box is selected, the system automatically selects the Customer Balances by Released Documents check box. This check box is selected by default.
Customer Balances by Released Document	This check box indicates, if selected, that the system will recalculate the balances for the selected customers starting from the selected financial period based on the released customer documents. This check box is selected automatically if the Document Balances check box is selected. This check box is selected by default.
Customer Balances by Unreleased Document	This check box indicates, if selected, that the system will recalculate the unreleased balances and open order balances for the selected customers based on the unreleased AR documents and open sales orders. This check box is cleared by default.

Table

This table lists all customers or the customers of the class you selected. The list of customers may be limited based on the current user’s access role. The system displays customers whose settings permit the use of the branch, company (or a company in a company group) to which the user’s role is assigned, that is the Restrict Visibility To box on the Financial tab of the Customers (AR303000) form contains this branch, company (or a company within the company group), or branch, or is empty.

Table 1. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button	Description
View Customer	Navigates to the Customers (AR303000) form and displays the selected customer's account details.

Table 2. Table Columns
Column	Description
Included	An unlabeled check box that you select to include this particular customer for validation if you select Process.
Customer ID	The customer who has balance to be recalculated.
Customer Class	The class to which the customer belongs.
Customer Name	The name of the customer.